Customer Creation

Overview

This document will detail how to create a new customer or change an existing customer with the required information for sales order processing.

Adding Customer

Menu Path

Accounts Receivable > Setup > Customers

Customer Details

Customer Information

Field Name	R/O/D*	Description
Customer	R	Customer number will auto-generate if the numbering method is set to Automatic in the setup option, if it is set to Manual, it must be entered manually.
Customer Name	R	Enter Customer Name.
Short Name	R	Enter the Short Name of the customer.
Customer Branch	R	Using the magnifier, select the branch that will be used to create the customer.
Geographic Area	O	If the Geographic Areas has been configured, choose from the list of options.
Salesperson	O	Select the Salesperson assigned to the account from the list.
Invoice Terms	R	Select one of the Invoice Terms from the list.
Currency	R	Choose a Currency from the list of predefined currencies.
Customer Class	O	If a Customer Class has been configured to categorize the customer, select one from the list of options.
Nationality	O	Select the customer /contact’s country of origin from the list of options.
Customer On-Hold	O	Check this box to indicate that the customer should be placed On Hold. (When a customer is on hold, the transaction cannot be processed).
Exempt from Finance Charges	O	Check the box if the customer should be placed On Hold. (A transaction cannot be completed while the customer is on hold).
Detail History Required	O	To save history of all updates and changes made on the customer’s account, checkbox must be selected. By default, this field is checked.
Retain Detail Movements	O	To save a history of all updates and changes made to the customer account, leave this box checked. (By default, this field is enabled).
Contract Pricing	O	If contract is maintained for the customer, the check box must be selected.
Counter Sales Only	O	Check this box If the customer is used for Counter Sales Only.
Default Order Type	O	Select the required Default Order Type for the customer from the list of transactions.
Default Sales Order Type	O	Select the required Default Sales Order Type for the customer from the list of transactions.
Default Document Format	O	Select the Default Document Format type required for document printing and transmission.
Standard Comment Code	O	Select a Standard Comment Code from the list.
Standard Comment	D	The code selected above will be used as the Standard Comment by default.
Language	D	Default is blank for English.
Special Instructions	O	Enter any default Special Instructions for the customer.
Default Warehouse	O	Choose the Default Shipping Warehouse for customer orders.
Trade Promotions Customer	O	Check this box If customer is eligible for Trade Promotions.
Trade Promotions Pricing	O	Check this box if customer is eligible for Trade Promotion Pricing.
IBT Customer	O	Check the box if customer is an IBT Customer.
Date Created	D	The date the customer was created in the system is used by default.
*R/O/D (Required / Optional / Display)

Split Commission

Field Name	R/O/D	Description
Salesperson 2	O	If the sales commission is to be split with another salesperson, the other sales person’s name needs to be captured.
Salesperson 3	O	If the sales commission is to be split with another salesperson, the other salesperson’s name needs to be captured.
Salesperson 4	O	If the sales commission is to be split with another salesperson, the other sales person’s name needs to be captured.

Buying Groups

Field Name	R/O/D	Description
Buying Group 1	O	If a customer is assigned by Buy Group, the group name needs to be captured.
Buying Group 2	O	If a customer is assigned to multiple Buy Groups, the group name needs to be captured.
Buying Group 3	O	If a customer is assigned to multiple Buy Groups, the group name needs to be captured.
Buying Group 4	O	If a customer is assigned to multiple Buy Groups, the group name needs to be captured.
Buying Group 5	O	If a customer is assigned to multiple Buy Groups, the group name needs to be captured.

Contact Details

Field Name	R/O/D	Description
Email	O	Enter Email ID for the customer ship-to.
Phone	O	Enter the customer Phone number.
Extension	O	Enter Extension number if provided
Additional Phone	O	Enter any Additional Phone numbers for the customer ship-to.
Fax	O	Enter customer Fax number.
Contact	O	Enter the Contact person name.
Ship Via Code	O	Enter Ship Via Code if provided.
Ship Via	D	The description of Ship Via code will autofill.
EDI Sender Code	O	Enter EDI Sender Code if customer is EDI compliant.
EDI Trading Partner	O	Enter EDI Trading Partner number, if customer is EDI compliant.

Sold-to Address

Field Name	R/O/D	Description
Building	O	Enter Building number /name.
Street	R	Enter Street name.
City	R	Enter City of the customer.
Field Name	R/O/D	Description
State	R	Enter State.
Country	R	Enter Country.
Zip	R	Enter Zip code.
Locality	O	Enter Locality.
Geolocation	O	Enter the coordinates.

Ship-to Address

Field Name	R/O/D	Description
Building	O	Enter Building number and building name.
Street	R	Enter Street name.
City	R	Enter City of the supplier.
State	R	Enter State.
Country	R	Enter Country.
Zip	R	Enter Zip code.
Locality	O	Enter Locality.
Geolocation	O	Enter the coordinates.

Multiple Ship-to Address

Document Transmission

Field Name	R/O/D	Description
Fax	O	Enter Fax number needed for sending documents.
Contact	O	Enter the Contact name.
S/O Documents	O	Select if any specific documents are set to default transmission.
Order Acknowledgement	O	Select if an Order Acknowledgement is required from the customer.
Delivery Note	O	Select if a Delivery Note is required for the customer.
Invoice	O	Select if Invoice is required to be sent to the customer.
Multiple Dispatch Note	O	Select if customer requires Multiple Dispatch Notes.
Statements	O	Select if Statements need to be sent.
Quotations	O	Select if Quotations need to be transmitted to customer as default.
Statements Required	O	Select if customer requires Statements.
Statement Format	O	Save If the customer requires a custom statement format.
Balance Print Type	O	Select from two options:  Open Item or Balance Forward.

General Details

Field Name	R/O/D	Description
Back Order Allowed	O	Select based on customer requirements: Allowed, Not Allowed, or Not Required.
Stock Code Interchange	O	Select If the Stock Code needs to be interchanged for the customer
Customer/Stock Cross-Reference Required	O	Select if customer has Stock Code Cross Reference that needs be assigned to them.
Customer Purchase Order Number Mandatory	O	Select If Customer PO Number should be made mandatory.
Auto Price Code Selection	O	Set up the flag for Auto Price Code Selection (default is blank – generally not required).
State Code	O	If the customer is specific to State for deliveries, keep the default state (default is blank).
Delivery Route	O	Enter the Delivery Route code for deliveries if the client uses a conventional route for load planning.
Delivery Route Sequence	O	If there is a default Delivery Route Sequence for the customer, the code must be saved and used for load planning.

Tax

Field Name	R/O/D	Description
Tax Exemption Selection	O	Select from the drop-down menu: Non-Taxable, Taxable, or Other Tax Code.
Registered for VAT	O	Save if the customer is subject to VAT.
VAT Currency	O	Save if the customer is subject to VAT.
Tax Exemption Number	O	If the country provides a Tax Exemption Number, enter it here.
Company Tax Registration Number	O	If the customer provides their Company Tax Registration Number, enter it here.
User Defined 1	O	Customize the field to store any additional values for the customer.
User Defined 2	O	This field can be customized to hold any additional information for the customer and is designated as a numeric value.
Automatic Apply Alternate Stock Code	O	Select if the Automatic Apply Alternative Stock Code needs to be saved during processing. The
Shipping Location	O	Include if the customer has a preferred Shipment Location.

Canadian Tax Options

Field Name	R/O/D	Description
Canadian GST	O	Save the Canadian GST number, if provided by the Canadian customer.
Registration Number	O	Save the customer Registration Number that was provided.
GST Shown By	O	Leave blank by default.

Discounts

Field Name	R/O/D	Description
Based on Product Class Sold	O	Check box if the Product Class Sold is used for the customer.
Invoice line Discount	O	Keep the standard Invoice Line Level Discount code for the customer.
Based on Order Value/Quantity	O	Check this box, if a standard invoice discount is required for the customer.
Invoice Discount Code	O	Keep the standard Invoice Discount Code for the customer.

Credit Checking

Field Name	R/O/D	Description
Credit Checking Method	O	Select from the dropdown: Company Method, None, or Specify
Check Credit Limit	O	Select if the customer credit limit needs to be kept at the current level.
Check Terms	O	Select if Check Terms need to be verified.
Trade Promotion Checking	O	Select if Trade Promotions Checking should to be applied to the customer.
Highest Balance Attained	D	System updated values.
Credit Status	O	Credit Status value.
Credit Limit	O	Enter Credit Limit value.

Minimum Order Rules

Field Name	R/O/D	Description
Minimum Order Value	O	If the customer order requires a Minimum Value, the minimum value must be specified.
Charge Code	O	Select a default Charge Code.
Invoice Whole Order Only	O	Select if customer wants one invoice for the entire order.

Dunning

Field Name	R/O/D	Description
Dunning Group	O	Select Dunning Group from the list, if required.
Dunning Fax	O	Maintain a current fax number for the Dunning contact.
Dunning Email	O	Maintain a current email address for the Dunning contact.

• Save Customer  

• Exit the program

Master-Sub Account

Definition

Use this program to link master & sub account relationship for customers.

Menu Path

Accounts Receivable > Setup > Master-Sub Accounts

Field Name	R/O/D	Description
Customer	R	Enter the customer code (Master Account) to link to the sub account.
Sub-Account Number	R	Enter the customer code that will be linked to the (Master Account) as a Sub-Account.
Name	D	The customer Name will be auto populated.
Store Number	R	Enter the store number; this the default customer purchase order number when entering a sales order and can be changed.
Invoices Attached-To	R	Choose from the drop-down menu: Master Account or Sub Account.
Use Bill-to Address From	R	Choose from the drop-down menu: Master Account or Sub Account.

• Click Save